Executive Assistant to Chief Strategic Innovation Officer

About You

Energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little to no supervision. Must possess superior organizational capabilities, be flexible and enjoy the administrative challenges of supporting a diverse environment with multiple/competing priorities.

The Executive Assistant will organize and coordinate office administration to ensure organizational effectiveness and efficiency. May be responsible for developing intra-office communication protocols, streamlining administrative procedures and office management.

 

Primary Goals

  • Top priority will be support to Chief of Strategic Innovation as Executive Assistant
  • Provide support as needed to other C-Suite Executives
  • Shared accountability for office coordination and management including facilities and vendors 

 

What you will be doing:

  • Organize and schedule onsite meetings and offsite appointments for Chief Strategic Innovation Officer as needed
  • Organize and schedule meetings, appointments, travel arrangements
  • Responsible for travel coordination and approvals, including working with travel agencies
  • Prepare expense reports for CSIO
  • Ensure Concur expense reporting accuracy with no gaps between expenses and budgeting
  • Provide support and coordination to HR on employee/company sponsored events
  • Coordinate with IT department on all office equipment maintenance
  • Manage relationships with vendors, service providers and building management company
  • Work with Finance to ensure invoices are paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Develop standards and promoting activities that enhance operational efficiency
  • Coordinate and communicate office administration procedures to ensure organization
  • Ensuring office operations and procedures are organized, correspondences are controlled
  • Ensure supply requisitions are reviewed and approved
  • Perform review and analysis of special projects and keep leadership properly informed
  • Participate actively in the planning and execution of onsite/offsite company sponsored events
  • Interface with building management company on suite maintenance, visitors, housekeeping
  • Interface with accounting and PO inputting
  • Coordination for provisioning of office supplies, equipment and deliveries
  • Responsibility for the office reception & provide general support to visitors

 

What you have:

  • Excellent time management skills and ability to multi-task and prioritize work
  • Proven office management, executive or administrative assistant experience
  • Superior organizational and project management skills
  • Proficient in administrative office management practices
  • Attention to detail and problem-solving skills
  • Superb written and verbal communication skills ; must possess executive presence
  • Proficient in Microsoft Office, Outlook, Word, Excel, Powerpoint, Adobe
  • College Degree preferred but not required
  • Bilingual – Spanish/English preferred

 

 

Successful candidate(s) will be required to comply with Insightec’s Vaccination Policy.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender/gender identity, age, disability, marital status, sexual orientation, national origin, veteran status, and any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws. EOE

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